› Workflow › Business processes › Design a basic process › Add an activity › Activity types › Microsoft activities › SharePoint add item activity › Configure a SharePoint add item activity

Configure a SharePoint add item activity

Use the following procedure to configure a SharePoint add item activity.

  1. Add an activity to the map.

    By default, the Configuration tab is open in the properties panel of the activity.

  2. Change the default Name of the activity to something meaningful.
  3. On the Type list, select Microsoft > SharePoint add item.
  4. Configure the following properties.
    Location
    SharePoint site

    The location of the SharePoint site server and the TotalAgility Web service URL.

    Select target

    The location to upload the document. Available options are:

    • Libraries
    • Communications
    • Tracking
    • Custom Lists

    Expand the items to select the specific target location.

    New document properties
    Relative path

    The path where you can upload or check-in a document to the subfolders of a selected library. Select a dynamic variable or enter a static value.

    Source document

    The location of the source document to add to the SharePoint site. Select a document variable or enter a static value.

    If you select a document variable, you can choose a file type to save the document in that format:

    1. Select Specify file type.
    2. On the Source file type, select the file type, such as BMP, CSV, and TIFF. See the supported mime types.

    If you choose not to specify a file type, the file type that corresponds to the original source document (that was added to the repository) is added to SharePoint.

    Check in

    If selected, allows to checking in the document to SharePoint.

    Select this option, only if the document is previously checked out on your computer.

    Declare as record

    You can declare a document as a record to protect the documents from being edited or deleted. By default, a document is not declared as the record for both on-premise and online configurations.

    If selected, automatically uploads the document to the Record Center in the SharePoint site for on-premise configuration. Once you declare a document as a record, TotalAgility adds the document to the SharePoint Record Center.

    For online configuration, if you select "Declare as record", you can choose to use Record Center or retention labels to declare a document as a record.

    Once you select "Declare as record", the "Retention label" property becomes available for selecting the retention label. If you do not select the retention label, the document is declared as a record and automatically uploaded to the Record Center on the SharePoint site.

    Retention label

    Select the retention label. The retention labels configured in the SharePoint site appear on the Retention label list.

    The Retention label property is only available when you configure the SharePoint Online integration in TotalAgility.
    Overwrite

    If selected, overwrites a file with the same name in SharePoint. If versioning is enabled in SharePoint, a new version of the file is added instead of overwriting the existing file.

    This property is only available for a local site and not for an online site. If you do not select the overwrite property and TotalAgility finds a file with the same name on SharePoint, the job is suspended without overwriting or adding a file.

    Metadata

    Configure the metadata:

    1. Click Configure.

      The Metadata dialog box is displayed.

    2. On the Mapping column, map the metadata using dynamic or static values. For the following SharePoint column types (if available), do the following:

      • Lookup: Select an item or map a variable or provide a static value.
      • MultiLookup: Select the metadata, and from the list, select the check boxes, or map a variable, or provide a single static value.
      • Choice: Select an item from the list or map a variable or provide a static value.

      • ChoiceMulti: Select the metadata, and from the list, select the check boxes, or map a variable, or provide a single static value.

      • TaxonomyFieldType: Click the tree view for the metadata, and from the list select an item or map a variable or provide a static value.
      • TaxonomyFieldTypeMulti: Click the tree view for the metadata, and from the list select the checkboxes, or map a variable, or provide a single static value.

    3. Click OK.

    • You must map all the mandatory (required) fields.
    • If TotalAgility finds insufficient privileges, incorrect parameter values, or a mismatch between the selected location and the TotalAgility Web service, the item is not added, and the job is suspended. Error details appear in the event log.

    Result
    Document ID

    A variable to automatically retrieve the document ID from SharePoint.

  5. Save the process map.